Excel 2013 Modifying Workbook · will probably be the blank workbook. Although you can access the blank workbook template via the NEW command from the FILE BUTTON menu, there is an

V2.0 22 July 2015

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Excel 2013 Modifying Workbook

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Module 2: Modifying a Workbook

Objectives:

At the completion of this lesson you will be able to:

Open a Workbook

Create Simple Formulas

Use Functions

Edit Data on the Worksheet

Topics

Opening a Workbook ........................................................................................................................................... 1

Creating a New Workbook .................................................................................................................................. 4

Opening a Recently Used Workbook ................................................................................................................... 6

Creating Simple Formulas .................................................................................................................................... 8 Creating a Formula by Pointing ......................................................................................................................... 10

Using Functions ................................................................................................................................................. 12

Using the AutoSum Button ................................................................................................................................ 14

Using the Formula Palette ................................................................................................................................. 16

Editing Data on the Worksheet ......................................................................................................................... 19

Editing the Data in a Cell ................................................................................................................................... 20

Editing a Formula ............................................................................................................................................... 21

Using Undo and Redo ........................................................................................................................................ 24

Assignment ........................................................................................................................................................ 26

M2 - Modifying Workbook Opening a Workbook

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Opening a Workbook

When you first start Excel, a blank default workbook is loaded. You can use this blank workbook to start a new worksheet. But what if you have already used (saved and closed) the default workbook? At this point you have a couple of options. One would be to open a workbook stored on disk; another would be to create another new, blank workbook.

Opening an Existing Workbook

You open an existing workbook using the Open screen, illustrated in Figure 2-1. By click the browse button shown in Figure 2-1 to make the Open Dialogue box appears Figure 2-2. Besides specifying a file to open, you can also tell Excel to search for a particular file based on a set of criteria, such as a word or property it contains. The Open dialog box also contains several tools that allow you to change the view in the Open dialog box. Most of these tools, similar to those used in My Computer navigation, will be familiar to you already.

Figure 2-1: The Open Screen

Browse Button



Figure 2-2: The Open Dialogue Box

Directory Path

View button

Open Options Tools

New Folder

Back Button



METHOD To open an existing workbook:

1. Click the FILE button and choose Open.

2. In the Open screen appears if the file you wish to open is not listed click “Browse”, select the desired drive or directory.

3. In the file list box, select the desired file.

4. Choose Open.

NOTE: YOU CAN ALSO DOUBLE-CLICK THE FILE TO SELECT AND OPEN IT.

EXERCISE

In the following exercise, you will open an existing workbook and then close it.

1. Load Excel Excel loads, and Book1 appears.

2. Click the FILE button and choose OPEN

The Open Screen appears.

3. Click Browse and In the Look In drop-down list box, select the required drive or directory

4. In the file list box, under NAME, double-click the Data folder

5. In the file list box, select Budget May

6. Choose Open Budget May opens.

7. Close the open Budget May workbook. Do not save any changes.

The worksheet window is blank.

M2 - Modifying Workbook Creating a New Workbook


Creating a New Workbook

When you create a new workbook, you have the option of choosing one of Excel’s built-in workbook templates. Depending on how Excel was installed, these could include templates for purchase orders, expense reports, invoices, and more. The template you’ll use the most, however, will probably be the blank workbook. Although you can access the blank workbook template via the NEW command from the FILE BUTTON menu, there is an easier way.

Figure 2-3: The New File Screen

METHOD

To create a new workbook:

1. Click the FILE button and choose New.

2. Choose Blank Workbook

M2 - Modifying Workbook Creating a New Workbook


EXERCISE

In the following exercise, you will create a new workbook and then close it.

1. Click the FILE button, click New and choose Blank Workbook

Book2 appears on the screen.

2. In cell A2, enter 2nd Quarter Summary

3. Save the file with the name 2QTR Summary

4. Close the new workbook The worksheet window is blank.

M2 - Modifying Workbook Opening a Recently Used Workbook


Opening a Recently Used Workbook

Excel stores the names and locations of the last 17 files you used (by default). This number can be increased or decreased using advanced settings options. You can open any of these files simply by choosing the appropriate pathname in the list of Recent Workbooks listed in the display generated when you click the FILE button and Open select RECENT. An example is shown in Figure 2-4. Using this feature saves time because you don’t need to access the Open dialog box.

Figure 2-4: The Recent Documents list.

METHOD

To open a recently used workbook:

1. From the File menu, choose the file you want to open.

M2 - Modifying Workbook Opening a Recently Used Workbook


EXERCISE

In the following exercise, you will open and close a recently used workbook.

1. From the File menu, select Budget May

The selected file opens.

2. Close the open workbook

Note: However many recent documents you have set as your default option, the more recently opened files will push out the ones less recently opened and these will disappear off the bottom of the list. You can override this by clicking the push-pin symbol next to a file you wish to keep in the list. In Figure 2-5 the file Better Coffee Sales has been permanently saved in the list. Click the symbol again to release the file from permanent residence on the list.

Figure 2-5: Using the push-pin option in the Recent Documents list..

Pin Button

M2 - Modifying Workbook Creating Simple Formulas


Creating Simple Formulas

Now that you’ve learned to enter data into a worksheet, you are ready to manipulate that data. Formulas can be used to perform simple calculations such as addition and subtraction, or more complicated applications such as complex financial functions and statistics. Formulas consist of operators, cell references, and constants. Most operators are mathematical symbols: (+) addition, (-) subtraction, (*) multiplication, and (/) division. Many other operators are available, but only these four operators are covered in this course.

All formulas begin with an equal (=) sign. The equal sign tells Excel that the cell data should be interpreted as a formula. Otherwise, Excel interprets the data as a constant value or text and simply inserts exactly what you enter into the cell. For example, to create a formula to add the contents of cells C5 through C7, you enter =C5+C6+C7

Creating a Formula by Typing

One way to create a formula is by typing it into the cell or formula bar. This is a relatively slow method of formula creation, useful mainly for short, simple formulas requiring few keystrokes.

METHOD

To create a formula by typing:

1. Select the cell where you want the formula results to appear.

2. Type =

3. Type the appropriate cell and range references, mathematical operators, and constants.

4. Click the Enter button. or

5. Press ENTER

M2 - Modifying Workbook Creating Simple Formulas


EXERCISE

In the following exercise, you will create a formula by typing.

1. Open the workbook January 2010

2. Select cell D6

3. Type = The Cancel and Enter buttons appear in the Formula bar.

4. Type B6*C6

5. Click the Enter button The formula is entered and the result appears in the cell. The Cancel and Enter buttons disappear from the Formula bar.

6. Create the same formula in cells D7 and D8 to calculate the Price for Peach Jam and Free Samples

39.2 appears in cell D7 and -5 appears in cell D8.

M2 - Modifying Workbook Creating a Formula by Pointing


Creating a Formula by Pointing

Typing formulas can be very time-consuming if the formula includes a large number of cell references. Excel provides for this situation by allowing you to use the mouse to insert references in the formula. For example, instead of typing B10, you can click cell B10 and Excel enters the reference for you.

METHOD

To create a formula by pointing:

1. Select the cell where you want the formula result to appear.

2. Type =

3. Type the formula with operators, using the mouse to select each cell or range to place in the formula.

4. Click the Enter button.

or

4. Press ENTER

EXERCISE

In the following exercise, you will create a formula by pointing.

1. In cell D9, type =

2. Click cell B9 B9 appears in the formula bar and in cell D9.

3. Type *

4. Click cell C9 C9 appears in the formula bar and in cell D9.

5. Press ENTER The result appears in cell D9 and cell D10 is selected.

6. Use the same method to calculate the Price for Roger’s Peanuts and Grape Jammin.

Your worksheet should look like Figure 2-6.

M2 - Modifying Workbook Creating a Formula by Pointing


Figure 2-6: The Worksheet with Formula Results

M2 - Modifying Workbook Using Functions


Using Functions

Another way to perform calculations on your data is by using functions. Functions are built-in formulas that you can use to make your worksheet computations easier. For example, the SUM function adds all cells within a given range. For instance, if you wanted to add cells B8, B9, B10, B11, B12, B13, and B14, you wouldn’t need to enter cell references and operators by typing or pointing; you would just insert the name of the function and the range of cells you want to add. In other words, instead of entering a long string, such as =B8+B9+B10+B11+B12+B13+B14, you would enter =SUM(B8:B14) where B8:B14 is the reference for the range of cells to include in the sum.

Using the SUM Function

The SUM function is one of the most frequently used functions. It totals the numeric value of all cells in the ranges it references. Cells in the referenced range that contain text or error values are ignored. You can enter the range references by typing or pointing.

METHOD

To use the SUM function:

1. Select the cell where you want the SUM function result to appear.

2. Type =

3. Type SUM(

4. Type or select the appropriate range reference.

5. Type )


or

6. Press ENTER

M2 - Modifying Workbook Using Functions


EXERCISE

In the following exercise, you will using the SUM function to total the Price column.

1. If necessary, select cell D12

2. Type =

3. Type SUM(

4. Using the mouse, select the range D6:D11

As you select the range, the range reference appears in the formula bar and in cell D12. The range is surrounded by a moving dashed border.

5. Type ) The moving dashed border disappears.

6. Press ENTER The result is displayed in D12.

7. Select cell B12

8. Type =SUM(B6:B11)

9. Click the Enter button The result is displayed in B12.

10. Save and close January 2010

M2 - Modifying Workbook Using the AutoSum Button


Using the AutoSum Button

The most efficient way to sum a contiguous range of cells is by clicking the AutoSum button on the Standard toolbar. See Figure 2 -7. AutoSum automatically enters the SUM function and inserts the cell references that Excel assumes you want to add, which is usually the column above or the row to the left of the selected cell. If the selected cells are not correct, you can edit them by typing or pointing, or you can start again.

Figure 2 -7: The AutoSum button - as it appears on the Home ribbon- is shown highlighted.

Figure 2 -8: The AutoSum button also appears, in higher profile, on the Formulas tab.

M2 - Modifying Workbook Using the AutoSum Button


Using AutoSum

The AutoSum button is placed on the EDIT section of the HOME ribbon.

METHOD

To use the AutoSum button:

1. Select the cell in which you want the sum to appear. The chosen cell will need to have numeric data cells adjacent and above it (it will also work with other ranges that it can guess you want to SUM, as stated above).

2. Click the AutoSum button on the Home ribbon or Formulas tab.

3. Verify or select the cells to be totaled. Press ENTER

or


EXERCISE

In the following exercise, you will add the Price column for the workbook February 2010 using the AutoSum button.

1. Open the workbook February 2010

2. Select cell D12

3. Click the AutoSum button A moving dashed border appears around cells D6 through D11 and a formula appears in cell D12 and the Formula bar.

4. Click the AutoSum button again

The function is entered and the result appears.

5. Use AutoSum to calculate the sum of Prices for the Fresh Products in cell D23

M2 - Modifying Workbook Using the Formula Palette


Using the Formula Palette

In Excel 2013 you can enter functions using the formula palette, shown in Figure 2-9. The formula palette is activated by typing the equals (=) sign in a cell. Depending on the function you select from the drop-down list, the expanded formula palette will contain different features. The one shown in Figure 2 -10 is specific to the SUM function. In addition to allowing you to view the cell and range references pertaining to the function, the expanded formula palette also lets you preview the result and explains what the entry boxes mean.

Figure 2-9: The Formula Palette and Function Box Drop-Down List

All built-in functions in Excel consist of a function name, such as SUM, and a set of arguments. Arguments appear in parentheses after the function name and consist of cell or range references, text, values, names, labels, and other functions.

Formula Editing Bar BBararBar



Figure 2 -10: The Expanded Formula Palette for the SUM Function

METHOD

To use the formula palette:

1. Select the cell in which you want the formula to appear.

2. On the Formula bar, click the Insert Function (fx) button.

3. In the Function Box, click the drop-down arrow, and then select a function.

4. In the expanded formula palette, examine the argument boxes.

5. If necessary, type or select different arguments.

6. Choose OK.

Function arguments



EXERCISE

In the following exercise, you will use the formula palette to make a calculation.

1. Select cell B12

2. On the Formula bar, click the Insert Function (fx) button

The formula palette appears from which you can select the SUM function.

3. In the Function box, click the drop-down arrow, and then select the SUM function

The expanded formula palette appears, specific to the SUM function.

4. In the Number 1 argument box, make sure B6:B11 appears

5. Choose OK The result and formula appear.

6. Use the same steps in cell B23 to calculate the sum of the Boxes of Fresh Products sold

Note: In Excel 2013, the maximum number of arguments a function can take increases from 30 to 255.

M2 - Modifying Workbook Editing Data on the Worksheet


Editing Data on the Worksheet

Excel allows you to access a cell’s contents so that you can replace, edit, and delete information. The Undo feature is especially handy for removing mistakes. If that’s not enough, you can even clear a cell completely.

Replacing the Data in a Cell

When you replace a cell’s contents, the original contents of the cell are completely replaced with the new information. In addition, any cells dependent on the changed cell are also updated.

METHOD

To replace the data in a cell:

1. Select the desired cell.

2. Type the new data.

3. Press ENTER

or


EXERCISE

In the following exercise, you will replace the data in several cells.

1. Select cell D5

2. Type Revenue

3. Press ENTER Revenue replaces Price.

4. Select cell B7

5. Type 42

6. Click the Enter button 42 replaces 35 and the calculated numbers in cells B12, D7, and D12 also change.

7. In cell D15, replace Price with Revenue

M2 - Modifying Workbook Editing the Data in a Cell


Editing the Data in a Cell

As an alternative to completely replacing a cell’s data, you can also edit data in the cell.

METHOD

To edit the data in a cell:

1. Double-click the cell.

2. Edit the data.

3. Press ENTER or click the Enter button to accept the changed data.

or

3. Press ESC or click the Cancel button to leave the contents unchanged.

Note: If you prefer, you can edit the data directly in the Formula bar after single-clicking the cell. Also, when you double-click a cell, the insertion point will appear in the location of the I-beam mouse pointer.

EXERCISE

In the following exercise, you will edit the data in a cell.

1. Align the mouse pointer in front of the 0 in cell C9

2. Double-click The insertion point appears in front of the 0.

3. Press RIGHT ARROW twice The insertion point moves in front of the 6.

4. Press DELETE

5. Type 7 The price reads 0.79

6. Press ENTER D10 and D12 are updated.

M2 - Modifying Workbook Editing a Formula


Editing a Formula

In addition to editing text and data, you can also edit cells that contain formulas. Be careful when you do so, however, because any cell references in the formula must be valid in order to correctly calculate the result.

METHOD

To edit a formula:

1. Select the cell containing the formula to be edited.

2. Click the white area of the Formula bar to activate it.

3. Edit the formula as needed.


EXERCISE

In the following exercise, you will edit a formula.

1. Select cell D12

2. In the Formula bar, click just after the closed parenthesis

The insertion point appears at the end of the formula. Also, a blue border appears around the range used in the formula and the range appears in blue in the Formula bar.

3. Type -D8

4. Click the Enter button The result no longer includes the free samples.



Clearing the Contents from a Cell or Range

You can clear the contents from a cell, a range of cells, or an entire worksheet. When you clear a cell’s contents, you do not remove the cell from the worksheet, nor does your action affect the position of any surrounding cells.

METHOD

To clear the contents from a cell or range:

1. Select the desired cell or range.

2. Press DELETE on your keyboard.

or

2. Click the CLEAR button in the editing sector of the Home Ribbon (far right of the screen). See Figure 2 -11.

3. From the Clear options menu, choose Clear Contents. See Figure 2 -22.

or

2. Click the right mouse button.

3. From the shortcut menu, choose Clear Contents. See Figure 2 -33.

EXERCISE

In the following exercise, you will clear the contents from several cells.

1. Select cell B12

2. On the Home Ribbon, click the CLEAR button

The Clear options menu appears.

3. Choose Clear Contents The contents of the cell are deleted.

4. Select cell B23

5. Click the right mouse button The shortcut menu appears.

6. From the shortcut menu, choose Clear Contents

The contents of the cell are deleted.

7. Select cell D23

8. Press DELETE The contents of the cell are deleted.



Figure 2 -11: The CLEAR button on the Editing section of the HOME Ribbon

Figure 2 -22: The CLEAR options menu

Figure 2 -33: The Clear Contents option on the right-mouse-click

M2 - Modifying Workbook Using Undo and Redo


Using Undo and Redo

The Undo and Redo commands on the Quick Access Toolbar enable you to reverse the last action you performed Figure 2-14. For the Undo command to work most effectively, be sure to choose it immediately after the action you want to cancel. Undoing actions from several steps before is trickier. If you select an earlier action to undo, Excel will undo all actions after that as well. If a command or action cannot be undone, Undo is indicated on the Quick Access Toolbar in dimmed effect. Redo only appears on the Quick Access Toolbar after Undo has been used.

Figure 2 -44: The quick access toolbar showing the Undo and Redo buttons

METHOD

To use the Undo command:

1. On the Quick Access Toolbar, click the Undo button.

or

1. On your keyboard type [CTRL] and Z.

To use the Redo command:

1. On the Quick Access Toolbar, click the Redo button.

or

1. On your keyboard type [CTRL] and Y.

Undo/Redo

M2 - Modifying Workbook Using Undo and Redo


EXERCISE

In the following exercise, you will use the Undo command to return the contents to cells D23 and B23. Then you will redo the action of clearing the contents from cell B23.

1. On the Quick Access Toolbar, click the UNDO button and from the drop down options menu, choose Clear.

The contents return to cell D23.

2. Click the Undo button The contents return to cell B23.

3. Click the Redo button The contents in cell B23 are cleared again.

M2 - Modifying Workbook Assignment


Assignment

1. Close all open workbooks. It doesn’t matter if you save changes or not

2. Create a new workbook with the name Tiger Togs PLC

3. Close Tiger Togs PLC

4. Open the recently opened workbook February 2010

5. Close the workbook February 2010

6. Open the workbook Computer Sales

7. In cell F6, enter the word Total

8. Type a formula (without using a function) in cell F7 to add cells B7 through E7.

9. Using the pointing method, enter the formula in cell F8 to sum cells B8 through E8.

10. In cell F9, use the SUM function to total cells B9 through E9.

11. In cell F10, use the SUM function to total cells B10 through E10.

12. Use the AutoSum button to sum columns B and C.

13. Use the formula palette to total the values in columns D and E.

14. Using the Edit menu, clear the contents from cells A7:A11.

15. Use the keyboard to clear the contents of cells D7 through D11.

16. Using the shortcut menu, clear the contents of cell E8.

17. Undo the last 3 commands.

18. Edit the text in cell A10 to read Hard Drives

19. Undo the edit.

20. Redo the edit in cell A10.

21. Replace the contents of cell B10 with the number 2

22. Edit the formula in cell B11 to add only the cells B9 and B10.

M2 - Modifying Workbook Assignment


23. Compare your results with Figure 2-55.

24. Save and close the workbook.

Figure 2-55: Module 2 Self-Check Worksheet